Terms of Reference (ToR) for the Development of a Mobile and Web Application for Election Incident Reporting, Monitoring and Response.
1.0 Introduction and Background
The Women’s Situation Room (WSR) is a non-partisan and women-led African mechanism that promotes peaceful and violence-free electoral processes in line with the United Nations Security Council Resolution 1325. Its rallying call is “Peace is in our hands” which ensures a non-partisan and impartial platform for women and youth to mitigate election-related conflict, de-escalate tensions, facilitate real-time response to violence incidents, and ensure peaceful elections.
The WSR has been replicated in many African countries and in Uganda in 2016 and 2021, and will be active through the electoral processes that is, before, during and after the upcoming electoral period in 2026.
As part of our ongoing strategy to enhance our impact and ensure that our work and efforts are being reflected and amplified through our platforms and website, we are seeking the support of Software Developers to develop an App to ensure Election Incident Reporting ahead of the Elections Period.
2.0 Objectives of the Assignment
The primary objective of the assignment is to design, develop and deploy a fully functional, responsive, and user-friendly mobile and web app that meets the needs of the Women’s Situation Room – Uganda’s vision.
- Gather Requirements for the application’s architecture, codebase, performance, and identify areas for improvement and enhancement.
- Propose the mobile application to improve user-friendliness, security, and scalability for incident reporting by field observers and citizens.
- Develop a web-based platform for more efficient centralized incident management, advanced analysis, and improved visualization by administrators and analysts.
- Implement new features and functionalities to further enable real-time collection, verification, and dissemination of election incident data.
- Provide advanced tools for data analysis, trend identification, and generation of comprehensive reports.
- Further enhance transparency and accountability in election monitoring processes.
- Strengthen support for timely response and intervention by relevant authorities to reported incidents.
The selected developer will be responsible for :
- Conducting a needs assessment to understand the WSR’s requirements.
- Management of the full lifecycle of developing the mobile and web application, including but not limited to comprehensive system analysis, design of features, development, rigorous testing, deployment of web and mobile versions, and comprehensive training as well as support and maintenance.
- The developed application should comprise mobile app for incident reporting, a modern and intuitive web platform for administration and analysis,
- and a robust, optimized backend infrastructure.
3.0 System Assessment and Analysis
The developer will begin by conducting a thorough requirements analysis for the application, including:
- Architecture : Propose the system architecture, database design, and infrastructure for performance bottlenecks and areas for optimization.
- Security: Identification of potential security vulnerabilities and recommendations for remediation.
- User Experience (UX): Propose UI/UX for both mobile and web applications, identifying pain points and simplify user journeys
- Documentation: Develop Clear and Well-presented technical and user documentation.
- Technical Proposal: Details Inception report detailing proposed architectural changes, technology stack upgrades, and a prioritized list of features / Upgrades.
3.1 Enhanced Web Application Features (Admin/Dashboard)
The web application will be enhanced to serve as an efficient central hub for incident management and analysis. Key features include:
Refined Role-based access control. Enhanced user registration, approval workflows, and management.
○ Advanced real-time overview of reported incidents with customizable widgets. ○ More interactive and dynamic maps showing incident locations with clustering and filtering.
○ Enhanced graphical representations of incident trends with drill-down capabilities.
● Incident Management:
○ Detailed view of each reported incident, including reporter details, comprehensive description, multi-level categorization, precise location, time, and integrated media viewer for photos/videos.
○ Streamlined workflow for assigning incidents to verifiers/responders, with automated notifications.
○ Granular status tracking (e.g., New, Under Review, Verified, Resolved, Closed, False Report, Escalated).
○ Enhanced comment/notes section with rich text editing and attachment capabilities for internal communication.
○ Advanced search, filter, and sort functionalities with saved queries.
- Categorization and Tagging:
○ Flexible and customizable incident categories and sub-categories with hierarchical support.
○ Advanced tagging system for granular classification and analysis.
- Data Visualization and Reporting:
○ Advanced heat maps and geospatial analysis of incident hotspots, including temporal analysis.
○ Sophisticated dynamic reports based on incident data with custom report builder. ○ Enhanced export functionality for reports (PDF, Excel, CSV, JSON).
- Settings and Configuration:
○ Intuitive management of incident categories, sub-categories, and custom fields. ○ Comprehensive configuration of user roles and permissions.
○ Detailed system audit logs with search and export capabilities.
○ Configurable real-time alerts for new incidents, status changes, and assigned tasks via email, SMS, and in-app notifications.
3.2 Enhanced Mobile Application Features (Android & iOS)
The mobile application will be optimized for superior ease of use and accuracy in incident reporting.
○ Highly intuitive and dynamic form for reporting incidents with conditional fields. ○ Enhanced fields for incident type/category (multi-level selection), detailed description, date/time of incident.
○ Incident Tagging/Taxonomy including location, type, victim, and perpetrator.
○ Location Capture: More accurate automatic GPS location capture (with user permission), improved manual entry with map picker.
○ Media Upload: Optimized ability to attach multiple photos and longer videos (up to 60 seconds) related to the incident, with background upload.
○ On / Offline Capability
Robust offline reporting capability with seamless data synchronization once connectivity is restored and clear user feedback.
- Incident Tracking (for reporters):
○ Enhanced interface to view status of previously reported incidents with detailed history.
○ Improved mechanism to receive and display public announcements or alerts from the
admin panel to mobile app users (e.g., polling station changes, important notices, safety alerts).
○ Integrated in-app feedback mechanism and direct access to support resources.
○ Enhanced secure user authentication (e.g., phone number, email, observer ID, biometric options).
○ Improved anonymous reporting capability (optional, configurable).
3.3 Backend Infrastructure and Database Optimization
- Scalable and Secure Architecture: Optimize and implement a robust backend capable of handling significantly larger volumes of data and concurrent users, with high availability and disaster recovery planning.
- Database Optimization: Refine existing database schema for improved efficiency, performance, and data integrity. Implement indexing strategies and query optimizations. ● API Enhancement: Develop and refine secure, well-documented, and versioned APIs for seamless communication between mobile app, web app, and backend.
- Cloud Hosting Optimization: Optimize deployment on a reliable and scalable cloud platform (e.g., Google Cloud Platform, AWS, Azure) for cost-effectiveness and performance.
3.4 Security Enhancements
- Advanced Data Encryption: Implement state-of-the-art encryption for data in transit and at rest.
- Enhanced Authentication and Authorization: Implement multi-factor authentication (MFA) and more granular access control policies.
- Proactive Vulnerability Management: Regular security audits, penetration testing, and continuous monitoring for threats.
- Robust protection against common web vulnerabilities (OWASP Top 10) and mobile-specific threats.
- Secure Coding Practices: Implementation of secure coding practices and regular security training for the development team.
- Data Privacy Controls: Implement Data Privacy controls capabilities to ensure Compliance with Authorities and guard against Data / Privacy Breaches. Anonymizations and De-Identification capabilities
4.0 Scalability and Performance Optimization
- The application must be optimized to handle a significantly larger number of concurrent users and a very high volume of incident reports, especially during peak election periods, with minimal latency.
- The system should be highly optimized for performance, ensuring rapid loading times, responsiveness, and efficient data processing.
5.0 Proposed Features / Capabilities
The following features are considered highly valuable additions, and the developer is encouraged to propose their approach to integrating these:
- Advanced Analytics & Reporting with Visualization of Hot spots and Zones / Maps
- Public-Facing Read-Only Dashboard
- Offline Mapping Capabilities
- Secure In-App Communication
- Integration with External Systems (CRM / Contact Center):
6.0 Deliverables
The successful developer will deliver the following:
- System Design Documentation: Detailed architecture, refined database schema, detailed API specifications for new features, and updated UI/UX mockups.
- Fully Deployed & Functional Web Application: Deployed on an agreed-upon cloud platform.
- Fully Functional Mobile Applications: For both Android and iOS, ready for deployment to respective app stores.
- Source Code: Well-commented, clean, organized, and version-controlled source code for all enhanced components (web, mobile, backend).
- Comprehensive Technical Documentation: Updated API documentation, deployment guides, maintenance guides, and system administration manuals.
- Updated User Manuals: Comprehensive user guides for both enhanced web and mobile applications.
- Training: Training sessions for key client personnel on system administration, usage of new features, and advanced troubleshooting.
- Extended Support: Post-deployment support for a period of 6 months to address bugs, critical issues, and performance monitoring.
Timeline
The project is expected to be completed within Eight (8) Weeks from the contract signing date. A detailed project plan with milestones and deliverables will be agreed upon at the project inception meeting.
7.0 Roles and Responsibilities
7.1Client’s Responsibilities
- Provide full access to existing documentation, and infrastructure for the development phase.
- Provide clear and timely feedback on designs, prototypes, and deliverables.
- Designate a focal point for communication and decision-making.
- Provide necessary access to information and resources required for the project.
- Facilitate user acceptance testing (UAT) for new and enhanced features.
- Ensure timely payment as per the agreed schedule.
7.2 Developer’s Responsibilities
- Adhere to the agreed-upon project timeline and deliverables.
- Conduct a thorough requirements analysis and Features / Work Scope. ● Develop and implement enhancements and new features according to the specified requirements and industry best practices.
- Conduct rigorous testing (unit, integration, system, performance, and regression testing). ● Provide weekly progress reports and proactive communication regarding challenges. ● Ensure the security, stability, and scalability of the deployed solution. ● Provide comprehensive updated documentation and training for Stakeholders ● Offer extended post-deployment support as agreed.
- Handover of Associated Project Asset sand/or Intellectual Property on close out 8.0 Required Skills and Experience
The selected firm/individual must demonstrate:
- Proven and extensive experience with Agile Methodologies preferably SRUM and modern Project Management Tools such as Jira / Asana or Trello.
- Proven experience in upgrading, enhancing, and maintaining existing scalable web and mobile applications (Android and iOS).
- Strong expertise in backend development (e.g., Node.js, Python/Django/Flask, Ruby on Rails, PHP/Laravel) and database management (e.g., PostgreSQL, MongoDB, MySQL), with a focus on optimization and migration.
- Proficiency in modern frontend frameworks (e.g., React, Angular, Vue.js for web; React Native, Flutter, Swift/Kotlin for mobile) and experience with UI/UX improvements.
- Extensive experience with DevOPS cloud platforms (GCP, AWS, Azure), including architecture optimization and managed services.
- Knowledge of data visualization libraries and mapping tools.
- Strong understanding of security best practices in application development, including experience with security audits and vulnerability remediation.
- Demonstrated experience with AI/ML integration for data analysis or automation is a significant advantage.
- Experience in developing and enhancing solutions for election monitoring, civic tech, or similar domains is a significant advantage.
- A strong portfolio of successful web-based/mobile app projects with strong focus on offline and limited connectivity deployments.
- Professional Certifications such as AWS , Google Associate, Secure Programming is an Added Advantage.
9. 0 Reporting and Communication
The developer will report to the I.T Specialist.
Regular communication will be maintained through weekly progress meetings, email, and a mutually agreed-upon communication channel.
A detailed work plan and communication protocol will be established at the project’s commencement.
10. 0 Payment Schedule
The payment schedule will be milestone-based, with specific percentages released upon the successful completion and acceptance of each deliverable. A typical schedule might include:
- 40% upon contract signing and submission of the Current System Assessment Report and acceptance of the Enhanced System Design Document and prototypes for new features.
- 30% upon successful deployment of tested and approved applications and comprehensive user training.
- 30% upon completion of the extended post-deployment support period.
10. Confidentiality
All information shared by the client during the course of this assignment, including but not limited to project details, data, existing codebase, and internal processes, shall be treated with strict confidentiality. The developer shall sign a Non-Disclosure Agreement (NDA) as part of the contract.
10.1 Ownership of Intellectual Property
All intellectual property rights, including copyrights and source code, for the developed enhancements, new features, and the updates to the application and associated documentation will belong exclusively to Women’s Situation Room upon full payment for the services rendered. All project assets are to be handed over prior to final close out of the project. These include codebases, Intellectual Property, Documentation, Credentials to Platform / Infrastructure (Where applicable) and other artifacts should be provided to the Designated WSR Officer.
11.0 Evaluation Criteria
Proposals received will be evaluated based on the following criteria:
- Technical Proposal (understanding of the ToR, proposed methodology for upgrade, technical architecture for enhancements)
- Experience and Qualifications of the Firm/Team/Individual (relevant web and app projects, team expertise in optimization)
- Project Timeline and Deliverables with detailed breakdown of Milestones
- Financial Proposal (cost-effectiveness, detailed breakdown development costs, Maintenance and other Service Costs)
- Demonstrated understanding of election monitoring or civic tech solutions, especially in an election context.
12.0 Application Procedure
Expression of Interest marked “Expression of Interest to Develop a Mobile and Web Application for Election Incident Reporting, Monitoring and Response“ can be submitted as a soft copy via the email address procurement@wipc.org. before Friday 1st August 2025, 5:00pm including at least 3 referees for which similar work has ever been performed.
Applications/proposals should be addressed to:
The Executive Director,
Women’s International Peace Centre.
Plot 1467, Church Road,
Bulindo, Kira-Wakiso.
- P.O Box 4934, Kampala, Uganda.
Tel :+256 414-698684
